Age-Based Restriction at Leave Type Level (Compliance)

Overview

Keka allows HR admins to restrict a leave type based on an employee’s age, in addition to the existing Gender and Marital Status eligibility criteria.

With Restrict by Age Range, you can define a minimum age, maximum age, or both for a leave type. When an employee applies for leave, Keka checks their age on the leave start date and allows the application only if they meet the configured eligibility criteria.

This helps organizations configure leave types for specific employee groups while preventing ineligible leave applications.

Keka already supports configuring leave types and their application rules within Leave Plans.

Who can access this feature?

HR admins with permission to configure Leave Plans and Leave Types can configure age-based eligibility.

Employees do not need to configure anything. Keka evaluates their eligibility automatically when they apply for an age-restricted leave.

Prerequisite: Employees must have their Date of Birth recorded in Keka to apply for a leave type with an age restriction.

This feature is available in all plans.

Configure an age restriction for a leave type

Step 1: Open the leave type

Navigate to your organization's Leave Plans and open the leave type you want to configure.

Keka's existing leave configuration flow lets admins add and configure individual leave types within a Leave Plan.

Step 2: Set eligibility criteria and save

Enter the Minimum Age, Maximum Age, or both. The allowed range is 0 to 100 years, and at least one age must be specified.

You can combine the age range with Gender and Marital Status restrictions. Once configured, click Save.

Note: The minimum and maximum age limits are inclusive.

Step 3: Combine age with other eligibility criteria, if required

You can use the age restriction together with the existing:

• Gender restriction
• Marital Status restriction

When multiple restrictions are configured, the employee must satisfy the applicable eligibility criteria.

For example, a leave type could be configured for:

• Gender: Female
• Marital Status: Married
• Minimum Age: 20
• Maximum Age: 45

Step 5: Save the leave type

Save the configuration after reviewing the eligibility criteria.

Existing leave types remain unrestricted by age unless an admin enables and configures Restrict by Age Range.

How Keka determines age eligibility

Keka evaluates the employee's age on the start date of the requested leave, not the date on which the employee submits the application.

Example

Suppose a leave type is available to employees between 18 and 50 years of age.

An employee submits a request in February for leave beginning on April 1. If the employee turns 51 on March 15, they are not eligible because they are 51 on the leave start date.

The configured age boundaries are inclusive. Therefore, an employee who meets the minimum or maximum age boundary is eligible.

What employees see

Employees can apply for leave through Me > Leave and select Apply Leave. The application flow lets them select the leave dates and applicable leave type. [z3n-ayansh...endesk.com]

When an employee selects an age-restricted leave, Keka checks their eligibility against the leave start date.

If the employee does not meet the configured criteria, the request is prevented and Keka displays an eligibility message indicating the applicable criteria.

The leave policy explanation also displays the configured age eligibility, helping employees understand who can use the leave type. Keka supports system-generated policy explanations based on leave configurations. [help.keka.com]

[Insert Screenshot: Employee eligibility message while applying for leave]

[Insert Screenshot: Age eligibility in Leave Policy Explanation]

What happens if the employee's Date of Birth is missing?

An employee without a Date of Birth in Keka is considered ineligible for an age-restricted leave type.

The employee is prompted to update their Date of Birth in their profile before applying.

This requirement applies only when an age restriction has been configured for the selected leave type.

Configuration validations

Keka validates the age range before the configuration can be used:

Example scenario

Assume your organization creates a leave type with these eligibility criteria:

• Gender: Female
• Marital Status: Married
• Age: 20 to 40

Keka evaluates all configured criteria when an employee applies:

Eligibility is evaluated against the employee information recorded in Keka and the employee's age on the requested leave's start date.

Important notes

• Age eligibility is evaluated using the employee's age on the leave start date.
• The minimum and maximum age limits are inclusive.
• Minimum Age and Maximum Age are optional individually, but at least one must be entered when Restrict by Age Range is enabled.
• Supported age values range from 0 to 100 years.
• Employees without a recorded Date of Birth cannot apply for an age-restricted leave type.
• Age restrictions can be combined with Gender and Marital Status restrictions.
• Existing leave types remain unrestricted until an admin explicitly configures an age restriction.
• Organizations should ensure that their leave eligibility configurations comply with applicable employment and labor laws. Compliance requirements can vary by state and jurisdiction.

Note: Avoid treating suggested age ranges for leave categories as universal rules. Leave entitlements and eligibility can depend on organizational policy and applicable legislation. Keka's own guidance notes that leave policies can vary by organization, industry, and state.

Frequently asked questions

Can I configure only a minimum age?

Yes. You can specify only Minimum Age if there is no upper age limit.

Can I configure only a maximum age?

Yes. You can specify only Maximum Age if there is no minimum age requirement.

Can I combine age restrictions with gender and marital status?

Yes. Age can be used together with Gender and Marital Status restrictions. Employees must satisfy the applicable configured criteria.

Which date does Keka use to calculate eligibility?

Keka uses the employee's age on the leave start date, rather than the date the application is submitted.

What if an employee's birthday falls during the leave period?

Eligibility is determined using the employee's age on the first day of leave. A change in age during the leave period does not make an otherwise eligible application ineligible.

What happens when an employee doesn't meet the age restriction?

Keka prevents the employee from applying for that leave type and displays the applicable eligibility criteria.

What if the employee doesn't have a Date of Birth in Keka?

The employee is considered ineligible for age-restricted leave until a Date of Birth is available in their profile.

Will existing leave types automatically get an age restriction?

No. Existing leave types remain unrestricted by age. An HR admin must explicitly enable Restrict by Age Range for the required leave types.

Does the age restriction affect leave approvals?

The restriction applies before an ineligible request can proceed. As a result, approvers receive requests only after the employee satisfies the configured eligibility criteria.